Free freelance quotation template (download)
A ready-to-fill quotation template with the mandatory details, itemised services, payment terms and a signature block. Download it right away, or have it emailed to you if you'd rather keep it handy.
What's inside this quotation template
- Full provider and client details, including company and VAT numbers.
- A quote number, an issue date and an explicit validity period.
- An itemised table: reference, description, quantity, unit price and total.
- Subtotal / tax / total, with wording for cases where you don't charge VAT.
- A clear scope: what's included, what isn't, and how out-of-scope requests are handled.
- Timeline, deposit, payment method and late-payment terms.
- An acceptance block ready to sign.
The 6 blocks of a quote that gets signed
Scope statement — Two or three sentences restating the client's need in their own words. That paragraph reassures — not the task list.
Itemised pricing — One line per deliverable with quantity and unit price. A single lump sum invites negotiation.
Explicit exclusions — The most profitable section of the quote: it prevents the free extra requests that pile up after signature.
Timeline and dependencies — A delivery date conditional on receiving content and approvals from the client.
Payment terms — Deposit, due date, late fees. A 30% deposit filters out projects that never start.
Validity and signature — An offer valid for 30 days creates a natural deadline and makes following up easy.
Worked example
Here's the example included in the template: a marketing site redesign split into four readable lines. The client sees what they're paying for, and any line can be adjusted without renegotiating the whole total.
- Discovery and sitemap — fixed — 450.00
- UI design — 5 pages × 280.00 — 1,400.00
- Responsive build — fixed — 1,200.00
- Training session — 2 h × 90.00 — 180.00
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More frequently asked questions
Is an electronically signed quote legally binding?
Yes. Under eIDAS in the EU and ESIGN in the US, a simple electronic signature is admissible: what matters is proving who signed, what and when. A timestamp, the signer email and a document locked after signature cover a standard freelance quote.
How should I chase an unpaid invoice?
A three-step sequence works in most cases: a neutral reminder the day after the due date, a firmer email at day 8 restating the late-payment terms, then a formal notice at day 21. Late-payment interest should already be stated on the quote and the invoice.
Should a freelance quote include a deposit?
A 30% deposit on signature is the most reliable way to filter out projects that never start and to protect cash flow. State it in the payment terms with the due date and the accepted payment methods.
How long should a quote stay valid?
Thirty days is the usual window for a service engagement. It protects your pricing against cost changes and creates a natural deadline that makes follow-up easier.
Mistakes that lose the deal
- One lump sum with no breakdown: the client can't make trade-offs, so they only compare the final number.
- No validity date: the quote drifts for three months and following up feels awkward.
- No exclusions: extra requests arrive after signature, for free.
- Sending a plain attachment with no tracking: you don't know if it was opened, let alone read.
- Following up too late: most signed quotes are signed after a first reminder sent within the week.
Get the template by email
Drop your email and we'll send the template straight over: no long form, no password to create.
Frequently asked questions
Is this quotation template free?
Completely. It downloads without an account and you can reuse it with every client.
Is a quote legally binding?
Once signed by the client, a quote is a contractual commitment: it fixes scope, price and timeline. That's why the signature block and validity date matter as much as the pricing.
What validity period should I set?
Thirty days is the norm. Beyond that your costs and availability have changed, and an old quote is hard to renegotiate.
Should I ask for a deposit?
Yes — 30% on signature is standard. It's the best filter against projects that never start.
How do I turn this quote into an invoice?
In Propuls an accepted quote becomes an invoice in one click, with no retyping and no manual tax recalculation.